Document Control Specialist

Foster CM Group, Inc. is currently seeking an experienced Document Controls Specialist, preferably familiar with City of Austin Capital Improvement Projects, design and construction and the AEC industry reporting to the Project Manager on projects in Austin, Texas. 

GENERAL SUMMARY:

The Document Controls Specialist will manage the document management system and will be the liaison between the project teams, which may include technical reviewers, project managers, construction managers, and inspectors. The Document Controls Specialist will facilitate, track, and maintain project records, and ensure efficient transition and processing of project documents is maintained.

JOB RESPONSIBILITIES:

- Maintain and manage document control measures for contract/project documents, including incoming and outgoing document distributions, approvals, retrieval, and storage of quality documents and records.

- Maintain both electronic and hard-copy documents and files.

- Maintain efficient administrative processes and record-keeping, ensuring an accurate history of design and/or construction documents.

- Ensure document control activities such as document management, version control and distribution management are executed in a timely fashion and in accordance with contractual requirements.

- Maintain and update all project records, including but not limited to, contract time, schedules/milestones, deliverables, closeout records, RFIs, change management, non-conformance, and submittals.

- Ensure all project documents are transferred to the owner, including but not limited to, as-built drawings, operations & maintenance manuals, testing, etc.

- May assist users, troubleshoot technical issues, improve processes and procedures, and resolve issues with review processes.

- Participation in department’s Record Management Team working closely with City offices.

- Administrative support of team members as needed.

- Provide training and support of system.

- Other responsibilities may include filing, scanning, printing, labeling, data entry, project meeting support (scheduling, sign-in sheets, meeting minutes).

MINIMUM REQUIRED QUALIFICATIONS:

- Associates or Bachelor’s degree or equivalent years’ experience

- 5+ years of document control experience in Architectural, Construction, Engineering (AEC) industry or similar capacity, required.

- Strong experience in Microsoft Office Word, Excel, PowerPoint, SharePoint, Outlook, and Teams, required.

PREFERRED QUALIFICATIONS:

- Experience with Electronic Document Management Systems; PMWeb is preferred.

- Experience with coordination of vendors for hardcopy off site storage (Gimmal), preferred.

- Knowledge of City’s Records Control Schedule

- Knowledge of city and state records codes and regulations

- Communication: Ability to communicate clearly and effectively, verbally and in writing, preferred.

- Detail-oriented: Must be well organized and detailed focused.

- Independent: Must be self-motived with ability to perform with little direction or supervision

- Dependable: Must be able to work beyond normal schedule when needed, is a true team player, and possesses a high degree of professionalism and discretion.

Work Environment:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly experiences prolonged periods of sitting at a desk and working on a computer. Required to communicate in person, via telephone, and email. Use of arm/hand steadiness, manual dexterity, finger dexterity, multi-limb coordination, oral expression, and comprehension. Occasionally may adhere to extended periods of standing, walking and talking.

Physical Requirements:

• The physical requirements must be met by an employee to successfully perform the essential functions of this job. Intermittent unassisted sitting, walking, standing, bending, squatting, climbing, kneeling, twisting, stooping, crawling, pushing, and lifting is required. Must be able to walk and/or stand for prolonged periods of time for at least eight hours per day. The employee must frequently lift and/or move light equipment or boxes up to 25 pounds without assistance.

Other Requirements:

• Possession of a valid state of residence driver’s license with a clean driving record.